Request for Proposal Global Trade Show Booth Company

Transcription

1 Request fr Prpsal Glbal Trade Shw Bth Cmpany

2 T All Prspective Bidders: Visit Califrnia is seeking a glbal trade shw bth cmpany that can prvide Visit Califrnia with trade shw bth design, setup, and management services at key turism trade shws wrldwide. The Califrnia Travel and Turism Cmmissin, dba Visit Califrnia, is a private nn-prfit 501(C)(6) funded by assessed businesses that have an interest in prmting turism t Califrnia. Califrnia Turism is marketed exclusively by Visit Califrnia. The Turism Assessment Prgram was created under the Califrnia Turism Marketing Act in 1995 with the passage f SB 256. The legislatin authrized self-impsitin f an assessment by businesses that benefit frm travel and turism. It als authrized the establishment f a nn-prfit, public benefit crpratin, Visit Califrnia, t versee the prmtin f Califrnia as a premier travel destinatin. The cntract perid fr the Scpe f Wrk cntained within this RFP will be frm apprximately August 17, 2015 t June 30, Visit Califrnia will initially fund the cntract fr up t $335,000 fr each twelve mnth perid. The first year f this cntract will be pr-rated t reflect ur fiscal year which runs frm July 1 st thrugh June 30 th. Visit Califrnia may renew the cntract each subsequent year fr a three year perid, at its discretin. Attached is a RFP fr thse capable f meeting minimum requirements and carrying ut the Scpe f Wrk. All respnses will be carefully reviewed and evaluated based n the criteria nted in the attached dcument. Ntice f Intent t Bid (a nn-binding dcument), as well as any questins yu may have t clarify this RFP are due t Visit Califrnia n later than 5:00 p.m., Pacific Daylight Time (PDT), June 12, Sincerely, Carline Beteta President and Chief Executive Officer Visit Califrnia VCA Glbal Trade Shw Bth Cmpany RFP Page 2 f 18 5/29/2015

3 Table f Cntents Intrductin... 4 Purpse... 5 Cntract Term... 5 Available Funds... 5 Evaluatin Prcess & Criteria... 5 Tentative Schedule... 6 Prpsal Requirements... 6 Minimum Requirements... 6 Descriptin f Prpser... 8 Scpe f Wrk... 9 Budget Billing & Related Requirements Delivery f Prpsal Attachment A Intent t Bid Attachment B Prpsal Resurces Attachment C Written Prpsal Evaluatin Criteria Attachment D Oral Interview Criteria VCA Glbal Trade Shw Bth Cmpany RFP Page 3 f 18 5/29/2015

4 VISIT CALIFORNIA Request fr Prpsal Glbal Trade Shw Bth Cmpany 1. INTRODUCTION Califrnia is the leading visitr destinatin in the United States with almst $117 billin in travel and turism related spending in This spending directly supprted jbs fr 1,027,000 Califrnians and generated $9.3 billin in State and lcal tax revenues. Amng Califrnia s exprt-riented industries turism is the fifth largest emplyer. Since 1998, cnsistent investment in the Califrnia Turism prgram (a jint marketing venture f Visit Califrnia and the Califrnia Divisin f Turism) has helped t reverse a decade-lng decline in dmestic market share and put Califrnia in a strng psitin t weather the recent ecnmic strm. Abut Visit Califrnia Visit Califrnia is a nt-fr-prfit, 501(C)(6) crpratin frmed in 1998 t wrk jintly with the State f Califrnia s Divisin f Turism t implement the annual marketing plan, which prmtes Califrnia as a travel destinatin. While these tw partners (Visit Califrnia and Divisin f Turism) are separate legal entities, they are cmmnly referred t jintly as Califrnia Turism. Frm 1998 t 2003, Califrnia Turism cnsisted f the riginally cnceived private-public jint marketing venture partnership f Visit Califrnia and the State f Califrnia. The primary surce f the Califrnia turism marketing budget is nw directly derived frm assessed businesses in the travel and turism industry, car rental assessments, and a small cntributin frm the State. Visit Califrnia perates under the auspices f the Gvernr s Office f Business and Ecnmic Develpment. Michael E. Rssi, Senir Advisr fr Jbs and Business Develpment, Office f the Gvernr, currently serves as Chair f the rganizatin. Visit Califrnia s 37-member bard f cmmissiners is cmpsed f individuals frm all 12 designated regins f Califrnia. Members represent five principal industry sectrs: Accmmdatins, Restaurants and Retail, Attractins and Recreatin, Transprtatin and Travel Services, and the Passenger Car Rental Industry. Twenty-fur f the cmmissiners are elected by the apprximately 9,500 assessed Califrnia businesses; 12 are appinted by the Gvernr; and the 37th is the directr f the Gvernr s Office f Business and Ecnmic Develpment. The Cmmissin meets three times a year t direct Visit Califrnia s prgrams and activities. A 34-member statewide Marketing Advisry Cmmittee als prvides input in develping the marketing plan. VCA Glbal Trade Shw Bth Cmpany RFP Page 4 f 18 5/29/2015

5 2. PURPOSE Visit Califrnia is seeking a glbal trade shw bth cmpany that can prvide Visit Califrnia with trade shw bth design, setup, and management services at key turism trade shws wrldwide. 3. CONTRACT TERM The successful prpser will enter int a cntract fr services with Visit Califrnia. The duratin f the initial cntract between Visit Califrnia and the successful prpser is expected t begin upn the date f cntract apprval (apprximately August 17, 2015) and terminate n June 30, Visit Califrnia reserves the right t renew its agreement prir t the end f each cntract term fr a ttal f three years, prviding funding t d s is apprpriated fr this purpse in subsequent budgets. There will be a six mnth ral review during the first year f services and subsequent reviews annually in each year the cntract is renewed. Prpsed renewals are als assessed accrding t prgram directin, funding, and cnsistency f price and scpe f wrk cntinuity. 4. AVAILABLE FUNDS Visit Califrnia will initially fund this cntract up t $335,000 fr each twelve mnth perid. The first year f this cntract will be pr-rated t reflect ur fiscal year which runs frm July 1st thrugh June 30 th. Funding at this level is dependent n an verall Visit Califrnia budget f $100 millin. Visit Califrnia reserves the right t adjust bth the budget and related services. 5. EVALUATION PROCESS & CRITERIA Visit Califrnia will frm a cmmittee t evaluate the written prpsals. The criteria fr the scring f the written prpsals is included as Attachment C. The cmmittee may at any time during the evaluatin prcess seek clarificatin frm Prpsers regarding any infrmatin cntained within their prpsal. Final scres fr each Prpser will reflect a cnsensus f the evaluatin cmmittee. Any attempt by a prpser t cntact a member f the evaluatin cmmittee utside the RFP prcess, in an attempt t gain knwledge r an advantage may result in disqualificatin f Prpser. The finalists chsen by the evaluatin cmmittee will be asked t prvide ral presentatins t the evaluatin cmmittee at Visit Califrnia s ffice in Sacrament, Califrnia. After the ral presentatins, there will be a questin and answer perid. In additin t Prpser management, key persnnel perfrming day t day activities will be requested t attend. The criteria fr the scring f the ral presentatins is included as Attachment D. VCA Glbal Trade Shw Bth Cmpany RFP Page 5 f 18 5/29/2015

6 6. TENTATIVE SCHEDULE This tentative schedule may be altered at any time at the discretin f Visit Califrnia. 05/29/15 RFP disseminatin 06/12/15, 5:00pm PDT Intent t Bid and Q & A due 06/19/15 Q & A psted n website 07/17/15, 5:00pm PDT Prpsals due 07/27/15 Cmpliance review cmpleted 08/07/15 Cmmittee review cmpleted and finalists chsen Week f 08/10/15 Oral presentatins by finalists, selected prpser annunced, and cntract negtiatins begin 08/17/15 Cmmencement date f new cntract 7. PROPOSAL REQUIREMENTS Prpsals must address each item listed within the fllwing sectins, giving specific details f techniques t be used in meeting these requirements. The prpsal shuld describe hw the Prpser intends t perfrm the scpe f wrk during a 12-mnth perid and shall be subject t negtiatin between Visit Califrnia and the Awardee fr the initial cntract perid. The infrmatin prvided will be used t negtiate the cntract scpe f wrk, and t scre prpsals as described in Attachment C, Written Prpsal Evaluatin Criteria. 7.1 Minimum Requirements Experience: The Prpser must have demnstrated experience in the fllwing areas: Maintains resurces in Visit Califrnia s key trade shw markets (Brazil, China, France, Germany, Japan, and UK); Ability t execute all design needs assciated with Visit Califrnia s trade shw markets n a glbal scale; and Maintains n the grund peratins in each cuntry, in rder t prvide seamless build ut f trade shw bths wrld-wide. Financial Statements: Prpsers are required t demnstrate financial viability fr maintaining an accunt f this size. Please prvide GAAP cmpliant Financial Statements, including but nt limited t: Incme Statement; and VCA Glbal Trade Shw Bth Cmpany RFP Page 6 f 18 5/29/2015

7 Balance Sheet. All f the abve Financial Statements must be the mst recent statements available, but n mre than 12 mnths ld. Financial Statements are t be submitted in a sealed envelpe. After review, all Financial Statements will be destryed r returned t Prpser. If Prpser wuld like a Nn-Disclsure Agreement (NDA) signed, the NDA must be received alng with the Q&A by the date specified in the Tentative Schedule. Please nte this is a minimum requirement, nt ptinal. This requirement applies even if yu are a private cmpany. If yu d nt prvide the required financial statements, yur prpsal will nt be reviewed. Ntice f Intent t Bid: Ntice f Intent t Bid, Attachment A, must be received by the date specified in the timeline. The ntice must be submitted via t rfps@visitcalifrnia.cm. The Ntice f Intent t Bid is nn-binding; hwever, it ensures the receipt f all addenda related t this RFP. Prpsals will be accepted nly frm applicants wh submitted a timely Ntice f Intent t Bid. Questins: All Prpsers wishing clarificatin f this RFP must submit questins via t rfps@visitcalifrnia.cm by the date and time referenced in the Tentative Schedule. Questins must be categrized based n scpe f wrk elements. 1 Cntract Requirements: Winner f the RFP will be required t abide by Visit Califrnia cntracting requirements. Infrmatin n cntracting requirements can be fund at Budget Tw cmpleted budget frms must be included. See Budget n page 10 fr details. Csts fr develping prpsals are entirely the respnsibility f the Prpser and shall nt be reimbursed by Visit Califrnia. All prpsals submitted shall becme the prperty f Visit Califrnia and shall nt be returned t the Prpser. Visit Califrnia als reserves the right t: Reject any and all bids; Waive any r all mandatry requirements, if n prpsers meet ne r mre f thse requirements; Cancel this RFP; Revise the amunt f funds available under this RFP; 1 This RFP is nt subject t State cntracting rules and regulatins and Visit Califrnia reserves the right t mdify any and all terms and cnditins in its sle and abslute discretin. VCA Glbal Trade Shw Bth Cmpany RFP Page 7 f 18 5/29/2015

8 Amend this RFP as needed 2 ; and Nt select a vendr and award a cntract frm this RFP. All prpsers agree that budget csts submitted with their prpsals are valid fr 180 days frm the date Visit Califrnia receives yur prpsal. Prpsals may be rejected if minimum requirements are nt met. 7.2 Descriptin f Prpser Services & Activities: Prvide a letter f interest and an executive summary f yur prpsal; and Prvide a descriptin f the nature f yur services and activities. Prvide the year in which yur cmpany was frmed. Nte yur cmpany s histry and expertise in the trade shw bth industry, if any. List the address frm which the primary wrk n the cntract wuld be perfrmed and the size f cmpany by headcunt. List the number f full time emplyees. D nt list any sub-cntractrs in this sectin. Cnflicts f Interest: List all turism clients fr whm yu have acted in the United States during the past 12 mnths; and Yu must certify that there are n cnflicts f interest between any existing cntracts. Client relatinships that culd ptentially be a cnflict f interest must be listed tgether with a discussin f hw the Prpser will reslve the ptential cnflict f interest. Persnnel / Management: Identify thse individuals n yur accunt team wh will manage the cntract wrk. Identify specific individuals wh will be cnducting day t day activities. Identify all persnnel assigned t this accunt by psitin title. Include a descriptin f the duties fr each psitin title; Nte wh will be the cntract manager and primary cntact; Fr all individuals, please dcument verall experience and include current resumes/bigraphies. Prvide educatin, experience and expertise with pertinent infrmatin demnstrating qualificatins fr this RFP. Include length f time with current cmpany. D nt exceed tw pages per persn; and 2 If RFP is amended, Visit Califrnia will send an addendum t all Prpsers. VCA Glbal Trade Shw Bth Cmpany RFP Page 8 f 18 5/29/2015

9 Include an rganizatinal chart fr the management and persnnel that will be assigned t this accunt, if applicable. Subcntractrs: Identify all prpsed subcntractrs, if any, and dcument which prtins f service will be perfrmed by subcntractrs and their ability t perfrm the wrk. Additinally, Prpser shuld submit resumes/bigraphies f prpsed subcntractr s key persnnel. Resumes/bigraphies shuld detail educatin, experience, and key timeframes fr all individuals n the accunt. D nt exceed tw pages per persn; and The use f subcntractrs is subject t apprval by the President and CEO f Visit Califrnia. Therefre, nt all wrk recmmended by the Prpser will necessarily be apprved and nt all subcntractrs listed in the Prpsal will necessarily be selected. The Prpser must make it clear t any subcntractrs included in the Prpsal that even if the Prpser is selected, the subcntractrs may nt necessarily be selected. 7.3 Scpe f Wrk Prvide services necessary t deliver a glbal trade shw presence that will prvide Visit Califrnia with a highly visible and chesive lk thrughut ur key trade shw markets (Brazil, China, France, Germany, Japan, and the UK). Scpe f Wrk shall include the fllwing: Design f six (6) trade shw bths f varius sizes and layuts; In-cuntry services t build trade shw bths; Bths shall have: Wrk statins fr Visit Califrnia partners t have their dedicated spaces; Area fr wine/beer (and Califrnia fd prduct tastings such as almnds, pistachis, grapes, etc.) receptins; Secure strage area(s) fr cllateral and persnal belngings; Private meeting space fr high-level executive meetings; and Digital interactin cmpnent fr bth visitrs. Design Prject VCA Glbal Trade Shw Bth Cmpany RFP Page 9 f 18 5/29/2015

10 Please prvide a preliminary bth design fr Visit Califrnia at the 2015 WTM Lndn trade shw. The space shall be a ttal f 12 meters wide by 15 meters lng (180 sq. meters) psitined as an island bth space with aisles n all fur sides. Assume a budget f $137,500. Please prvide a prductin schedule related t this design, frm design thrugh the shw date. In additin, please prvide a written narrative in yur prpsal fully discussing the fllwing items related t yur bth and related lgistics: Narrative descriptin f yur design; The bth s structure / fabricatin; Hw yur transprtatin prcess wuld wrk t the shw site; Yur set-up prcess / prcedures nce n-site; Crdinatin and management f shw services related t bth needs, i.e. electrical, audi visual, and bth cleaning services; Pre-shw pick-up f Visit Califrnia cllateral/materials t be held and delivered t shw site; Supprt available during shw duratin fr any needs r cncerns relating t the bth; Dismantling f bth, inventry and transprtatin fr return t strage; Return shipping f Visit Califrnia materials at cnclusin f shw; and Strage f Visit Califrnia custm bth fr fllwing year, r use at next glbal shw. Past Prjects Please prvide images and/r vide f yur prir trade shw bth designs. Please prvide images / vides demnstrating a wide range f bth sizes and designs, and yur glbal presence. Sample Cntract Please prvide a sample cpy f yur standard cntract / services agreement. 7.4 Budget Please prvide tw (2) budget frms. Yur first frm will include yur budget detail fr the WTM bth design abve. Yur secnd budget will be a three year budget fr the ttal f all trade shws listed belw. Yur budget shuld be based n ne bth fr each lcatin, and the use f each bth ver a three year perid. Apprximate bth sizes are listed belw. CITM (China) - VCA Glbal Trade Shw Bth Cmpany RFP Page 10 f 18 5/29/2015

11 6 x 6 (36 sq meters) Tp RESA (France) - 8 x 2 (16 sq meters) ITB (Germany) - 10 x 10 (100 sq meters) JATA (Japan) - 6 x 6 (36 sq meters) WTM-Latin America (Brazil) - 9 x 10 (90 sq meters) WTM (UK) - 12 x 15 (180 sq meters) VCA Glbal Trade Shw Bth Cmpany RFP Page 11 f 18 5/29/2015

12 Budget Frm #1 WTM Lndn 2015 This budget is yur budget fr the Design Prject sectin within the Scpe f Wrk WTM Lndn Sample budget items are included belw. Please add/edit as necessary. Fr each budget line item listed belw, please break dwn int sub-categries, prviding as much detail as pssible fr each line item. Budget shuld include all prjected expenses including tax, ut f pcket expenses, etc. Descriptin Cst Design Fabricatin Transprtatin Set-up Shw Services Administratin Travel Strage Other Ttal Cst $ VCA Glbal Trade Shw Bth Cmpany RFP Page 12 f 18 5/29/2015

13 Budget Frm #2 Three Year Budget Six Lcatins This budget shuld present a three year budget fr all six glbal lcatins, based n the given ttal budget and bth sizes specified abve. Please als assume each bth will be used ver a three year perid. Sample budget items are included belw. Please add/edit as necessary. Fr each budget line item listed belw, please break dwn int sub-categries, prviding as much detail as pssible fr each line item. Budget shuld include all prjected expenses including tax, ut f pcket expenses, etc. Descriptin Year 1 Cst Year 2 Cst Year 3 Cst Design Fabricatin Transprtatin Set-up Shw Services Administratin Travel Strage Other Ttal Cst $ VCA Glbal Trade Shw Bth Cmpany RFP Page 13 f 18 5/29/2015

14 8. BILLING & RELATED REQUIREMENTS Winner f the RFP will be required t abide by Visit Califrnia cntracting requirements. Infrmatin n cntracting requirements can be fund at Califrnia/Requests-fr-Prpsals/ Winner f the RFP will als be required t submit Internal Revenue Service (IRS) Frm W-9. Winner f the RFP may be required t btain up t $2 millin in liability insurance, and as such, yu shuld factr the insurance csts int yur prpsal. Cntractr shall submit ne mnthly invice with detailed dcumentatin supprting wrk. 9. DELIVERY OF PROPOSAL Each bidder is required t deliver ten (10) typed cpies f the prpsal, in additin t an electrnic versin f the prpsal. Electrnic versins f the prpsal must be in PDF frmat and delivered n a digital strage device r ed t rfps@visitcalifrnia.cm. Prpsals may nt be faxed. Prpsals may be sent by curier such as FedEx r UPS t: Visit Califrnia Glbal Trade Shw Bth Cmpany RFP ATTN: RFP Submissins 555 Capitl Mall, Suite 1100 Sacrament, CA USA Prpsals must be received by the date and time referenced in the Tentative Schedule. Late submissins will nt be accepted. VCA Glbal Trade Shw Bth Cmpany RFP Page 14 f 18 5/29/2015

15 ATTACHMENT A INTENT TO BID Glbal Trade Shw Bth Cmpany RFP Due: June 12, :00 PM Pacific Time Send t: Debi Rbarts Operatins Crdinatr rfps@visitcalifrnia.cm Name f Prpser: Cntact Persn: Mailing Address: Agency URL: Telephne: Fax Number: Address: Signed VCA Glbal Trade Shw Bth Cmpany RFP Page 15 f 18 5/29/2015

16 ATTACHMENT B PROPOSAL RESOURCES Visit Califrnia Missin: 5 Year Strategic Marketing Plan: VCA Glbal Trade Shw Bth Cmpany RFP Page 16 f 18 5/29/2015

17 ATTACHMENT C PROPOSAL EVALUATION CRITERIA Prpsals will be reviewed, evaluated and scred by an evaluatin cmmittee. Evaluatin f prpsals will be based n the fllwing criteria fr each cmpnent. Each criterin will be scred accrding t the degree f respnsiveness present in the prpsal being evaluated. Max. Pints Scre 1. OVERALL EXPERIENCE OF COMPANY 20 Our evaluatin will include an assessment f the histry f yur cmpany, yur experience as it relates t the requirements within this RFP, relevance f past wrk, references, and related items. 2. EXPERIENCE OF STAFF 20 Our evaluatin will include an assessment f the experience and expertise f yur staff as a whle, and the experience f thse individuals assigned t this prject. 3. DEMONSTRATED RESULTS 20 Our evaluatin will include ur assessment f yur past perfrmance, case studies, evidence f similar past prjects, etc. 4. SCOPE OF WORK 30 Our evaluatin will include ur assessment f the quality f yur wrk plan / design develped based n the scpe f wrk. 5. BUDGET APPROACH / COST EFFECTIVENESS 10 Effective and efficient delivery f quality services is demnstrated in relatin t the fee and value f verall prject. The budget is reasnable and apprpriate. Apprach t fee structure is balanced and structured t maximize investment. TOTAL POINTS 100 VCA Glbal Trade Shw Bth Cmpany RFP Page 17 f 18 5/29/2015

18 ATTACHMENT D ORAL PRESENTATION EVALUATION CRITERIA The evaluatin cmmittee may, if they deem necessary, select certain prpsers fr ral interviews. Interviews apply nly t the tp finalist(s), as determined by the evaluatin cmmittee. This ral interview will allw finalists t demnstrate their understanding f the prject bjectives, and t articulate their capability t meet r exceed the requirements f this RFP. The evaluatin cmmittee reserves the ptin f cnducting the interview via telecnference, r at the finalist s and/r the prpsed subcntractr s site, r ther designated site. The evaluatin cmmittee reserves the right t designate ne r mre members f the cmmittee t perfrm the ral interviews, if needed, s that grading f ral interviews may be dne by fewer than the entire cmmittee. The fllwing criteria will be used fr scring the ral interview. Evaluatin Elements Scre (1-10) 1. Overall cmpany experience 2. Overall staff expertise and prfessinalism 3. Quality f prpsed wrk strategies 4. Quality f design 5. Cst effectiveness 6. Quality f in-cuntry resurces VCA Glbal Trade Shw Bth Cmpany RFP Page 18 f 18 5/29/2015